training – OneUniversity

OneUniversity training environment now live

The OneUniversity Finance training environment has been updated and is now live. Based on feedback we’ve received at our training sessions, we’ve added transactional and budget data to reflect the information which will be available once the system is live. This means that the training environment will be as similar to the live system as possible.

Stuart Moorhouse, Business Transformation project manager, said: “It’s a major milestone for the Programme and for our teams in the Schools and Directorates which is reflective of the hard work and effort which has gone into it. The new training environment provides a great opportunity for staff to find out how the system works and get hands-on experience using real data”.

Why have we launched a training environment?
The main benefit of having the training system available before the live system is launched is the opportunity for staff to practice their day-to-day activities in a safe and secure environment. This means staff can ‘hit the ground running’ on tasks when OneUniversity Finance is live.

What data / configuration is available?
All user profiles and roles as well as transactional data for the 2017/2018 financial year plus periods 1-5 for the 2018/2019 financial year. A selection of reports, workflows, processes, budgets, forecasting and year-end balances will all be available.

Where to access the system and get support
Our Knowledge Base has a comprehensive list of Q&As. We also have training materials on Blackboard and in the all-staff folder in Box. Further training on the new system will be scheduled and communicated through our usual channels including the Business Transformation website.

What’s next?
We’ll continue to keep you updated on any issues or news relating to the training environment and our business-readiness activities as we move forward with the Programme. We’d welcome any feedback, suggestions or queries you may have. Please email the BT team.

Key-user and end-user training

The Business Transformation training team has been supporting the Finance and Procurement workstream to deliver key-user and end-user training. We’ve been offering hands-on workshops and drop-in sessions underpinned by a suite of online training materials.

Who are key users?

Key users are subject matter experts working on the Programme at a workstream level, or those closely involved in the shaping and delivery of the OneUniversity solution.

How do we support the workstreams?

Identify staff who need training
Develop the end-user training programme
Develop training manuals and videos
Organise end-user training

We’re all end users

All University staff and students will use OneUniversity so we’re all end users. The Change and Communications team will deliver end-user training and any other activity associated with helping to prepare our people for the transformation OneUniversity will bring.

How we’re going to manage change arising from OneUniversity

Our objectives are to equip people with the knowledge, skills and abilities to do their jobs from day one and support them as they transition to using new, shared processes and databases.

Dedicated training team

We now have a dedicated training officer, Chris Reid, and administrator, Emma McDade, who you’ll meet when you attend a session. You can contact the training team on 388081.

It’s here! Travel and Expenses demo on OneUniversity

At the end of June, the Business Transformation Training team, Chris Reid and Emma McDade, ran drop-in sessions in the Tower and at Life Sciences to showcase the new Travel and Expenses functionality in OneUniversity.

Chris was pleased to see how well the day went. He said: “Our sessions were very positively received, which was great news, and users were happy to see the system in action and how easy it was to submit a claim. It’s great that expenses can be done ‘on the go’ and allows for quicker submissions, which means no more paper jams!

“Moving forward, we’re going to run several more of these sessions which we’re really looking forward to. We’ve also recorded any questions that were asked and they’ll be available along with responses in the Help4U Knowledge Base.” You can login here.

The next drop-in session is at Ninewells on 12 July in Teaching Room 4 from 9:30am to 10:30am with further sessions being planned.

Start: 12 Jul 9:30AM End: 12 Jun 10:30PM

There are also drop-in sessions for one to one or small groups who would like to see demonstrations of the Travel and Expenses function on Thursday 19 July 10.00 -11.00 (Dalhousie 2G13) and Tuesday 24 July 14.00-15.00 (Dalhousie 2F11). No need to book, just turn up.

Start: 19 Jul 10:00AM End: 19 Jul 11:00PM

Start: 24 Jul 14:00AM End: 24 Jul 15:00PM

Change Champion Chats: Letty Gibson

Our change champions are an integral part of our change programme. In this blog we speak to Letty Gibson, Research School Services Manager, School of Life Sciences, about her role as a change champion.

Please tell us about your role.

I have been employed by the University of Dundee in Life Sciences since 1997 and my role has changed several times during this time as the School has expanded. I am now the Research Technical Lead in Life Sciences within the senior management team. I’m also a member of various management committees across the university. Part of my role includes responsibility for the delivery of the Laboratory Management Support Service which includes a team of lab managers and junior lab technicians. Our work includes dealing with procurement, budget management, health and safety and compliance with legal requirements and adherence to UoD policy in all aspects. We focus on these areas so researchers can focus on their research activities.

What made you want to be a change champion?

It’s very important to me, in fact, I’ve been involved in initial design workshops, user acceptance testing and training since before I became a change champion. From day one I’ve contributed to shaping and influencing the way Business Transformation will work. Procurement in Life Sciences is highly complex due to volume, range of funding bodies and types of spend. I’ve been fully involved to make sure the system can meet the procurement needs of Life Sciences regarding what we buy and where we buy it. But I carry out this work as part of a team, with lab managers and other key Life Science staff, who join me in workshops so we can get the best of their knowledge and expertise.

From the beginning it was critical to me that our School should have a strong voice in the development stages of the Business Management System in order to influence. I’ve been involved in the introduction of new business systems in the School of Life Sciences before, namely in the development and launch of PECOS. Seeing the challenges that change brought, that’s where I learnt where potential obstacles can arise, what critical issues need to be addressed and what can be put in place to make change as seamless as possible.

The key to success is preparation, planning and strong communication. That’s my role as liaison between the BT programme team and the staff within Life Sciences who will be affected by the change. Understanding and pre-empting what we will and won’t have is critical. I highlight our needs and identify if system solutions are in place and what will be available at go live. The smooth running of our labs during the cutover period is paramount and we do all we can not to compromise service delivery to staff.

What benefits do you see OneUniversity bringing?

I’m very excited about the undertaking to improve business management processes. Currently we spend time looking for information and aren’t always able to access the data required, often duplicating our efforts and not being 100% sure that the information we have is current and accurate. I have been at many sessions where the data provided in the new system is described as a ‘single source of truth’. I’m really looking forward to this and it’ll be fantastic when managers can go and access the data they want instantly.

I know that the grant holders are very excited when given an insight into the type of budget reporting that will be available and accessible using any device, anywhere. When the research model goes live it will have a huge impact on Life Sciences when researchers can trace a single pathway from idea to award. In HR too, to run my team of 25 people, it will be so useful to have a single source of information that’s easy, quick and efficient to access. Having simple access to complex data is going to help me do my job.

Fun fact about Letty

I love driving but have never mastered reverse parking!

Key activity in Finance & Procurement

As we fast approach the go live date for Finance & Procurement, here’s an overview of some of the key activity taking place.

Training
An expanded training programme offering more sessions on more topics has been issued to School Managers and Directors who have been asked to nominate appropriate colleagues to take part. The focus for training is to make sure that those people who need to do certain activities as part of their job, can do them from day one.

This means that for some of us, training will continue to take place after go live. If you feel that you need specialist training please speak to your School Manager or Director who will contact the Programme if appropriate.

Data mapping and reconciliation
We’re working with colleagues in central Finance teams to make sure that the accounts data we migrate over is accurate.

Details about what information you can expect to see in OneUniversity – suppliers for example – will be shared soon.

Getting ready for go live
Our cutover activity is in the final stages of planning and will be communicated early February. This will include key dates such as when PECOS, CODA and Key Travel will be unavailable and, more importantly, the last day for getting your expenses in using paper!

Change Champion Chats: Stewart Kerr

Our change champions are an integral part of our change programme. In this blog we speak to Stewart Kerr, Category Manager for Finance, about his role as a change champion.

Please tell us about your role.

I manage the process of procuring goods and services. This means I place contracts on behalf of the University and provide support and guidance to end users when they are sourcing the items and services they need.

I help people to make purchases that are appropriate and achieve value for money. My remit is also to minimise the exposure of University procurement to fraud and collusion by ensuring we act in a legally compliant manner with fair, transparent and open competition.

What made you want to be a change champion?

I want to stay dynamic, proactive and be a part of the exciting changes ahead. As a contributing member of the change team I have the opportunity to anticipate challenges that the programme may present to myself and my work colleagues. Through looking ahead and understanding the challenges, I can directly motivate myself to respond and help my team to do the same. It’s great to be part of the positivity and drive of this particular journey.

What benefits do you see OneUniversity bringing?

There will be great opportunities for the University to work collectively in one process. The shared undertaking will reduce risk and increase efficiency. It’s something we can all be part of.

Fun fact about Stewart:

I have been on Blue Peter and am the proud owner of a badge.

What your Change Champion does for you

A group of committed individuals is working with the Business Transformation programme to support you in the changing workplace. They are our change champions and, most of all, they are your champions, advocating for you in your Schools and Directorates.

We have chosen change champions who are people-oriented and enthusiastic communicators. These are some of their goals:

‘I would like to do whatever I can to ensure the transition process runs smoothly.’

‘I want to share the prospect of new processes that will streamline and modernise our current methods.’

‘We need to emphasise how change is both good and necessary for the future of the University. It will take hard work to make it happen. I’m up for hard work.’

As we prepare for the launch of OneUniversity Finance in March, you can turn to your Change Champion for guidance, reassurance and information.

The important role of the change champion is to focus on people and:

Communicate the need and nature of the change to their teams
Identify the impact the change will have on their colleagues
Present the benefits of the change and let you know ‘What’s in it for you’
Help prepare you for working with the new solution

Do you know where to find your champion?

This week sees the start of a regular blog feature ‘Change Champion Chats’ where you can meet the individuals engaged in changing your future.

A word on training

Change and Communications manager Angela Hamilton hosting one of the training sessions.

Change and Communications manager Angela Hamilton explains why training is such an important feature of the Business Transformation programme …

You may not be aware of this, but training is a large part of what we do in the Change and Communications team.

An effective training programme will help us get ready for the changes to the way we work that will come as a result of OneUniversity.

One of the benefits of the revised date is that it allows us to train more people, making sure that when we do go live, University business won’t suffer and we’ll be able to get on with our jobs.

When we consider how an organisation changes its behaviours or its ways of working as a result of something as big as the Transformation Programme, we’re really looking to do this on two levels; individual and organisational.

Our approach to this involves identifying, amongst other things, the benefits of the change at an individual level; and working with Schools and Directorates to identify suitable and appropriate change, communications and training plans to help move teams through the process and out the other side as smoothly as possible.

Hands on training won’t be available to everyone so the focus at the moment is on making sure that there are a variety of training and educational tools and resources available for use before, during and after go live.

So, what about the training?

The majority of this will take place in the three weeks running up to go live, which ensures that the knowledge is fresh in people’s minds. A revised training plan has been agreed and this will be communicated to School Managers and Directors who will nominate appropriate staff to take part in the various sessions.

In addition to this, we’ll schedule a number of drop-in surgeries and demos on a variety of topics including expenses and requisitioning.

Further information on these sessions, including dates, will be published on this blog so keep checking back regularly.

Angela

OneUniversity Finance – we’re here to help!

Team members Emma McDade, Lyle McDonald and Joanna Stephens modeling the latest fashion in Business Transformation attire.

We’ve been getting asked what will happen when we go live, especially with technical support.

In the days immediately after go live we’ll have people on hand locally to help you with general queries – this might be your change champion, someone from IT or the BT Programme, or someone who’s taken part in Key User Training.

We’ll publish a list of who these people are on Box but they’ll be identified by their bright blue t-shirts with the OneUniversity logo!

In addition to this we’ve created a bank of Frequently Asked Questions within the IT portal which will be available soon. Just login, select the OneUniversity tile and search! We’ll update this daily so you can be guaranteed that the latest information and support will be there.

If you still can’t find the answer you should raise a ticket with the Service Desk where it will be assessed and allocated to the appropriate group/person to resolve and respond.

We know that it’ll be busy, particularly during the first week, so help us to help you by trying the FAQ’s before raising a ticket and, unless absolutely critical, avoid calling the Service Desk.

Raise a ticket with Help4You and they’ll get on it ASAP.

Thanks in advance for your support and understanding!

Expenses and requisitioning training dates

Requisitioning end user training kicks off on Monday 13 November and will continue up to Wednesday 29 November.

School Managers and Directors have nominated colleagues to take part in the training so that knowledge from those sessions can be cascaded to their teams.

Separate training sessions for Stores Management, Receipting and General Navigation will be held at Ninewells and Life Sciences. A wider education programme including a range of training resources are being developed and will be available before go live.

Training areas which will be focused on are:

General Navigation – completed
Requisitioning – starts on 13 Nov for staff nominated by their line manager (see below for dates)
Invoice to cash – dates announced soon
Pcard – dates announced soon
Chart of Accounts – further session to be arranged

Expenses drop-in sessions
Drop-in sessions will take place in the New Year where you bring your expenses along and we’ll help you process them.

Requisitioning demos

Requisitioning demos will take place on the dates below. Come along and see how to process a simple requisition.

Tuesday 14 November 3.30pm-4.30pm Dalhousie LF01 LT3
Thursday 16 November 3.30pm-4.30pm Dalhousie 2G11 LT4
Tuesday 21 November 10.30am-11.30am Dalhousie 3G02 LT1
Thursday 23 November 1.00pm-2.00pm Dalhousie 3G02 LT1

To-date we’ve held:

10 general navigation demo sessions
8 Chart of Accounts and the new string sessions

If you have any queries or feedback please email us at business-transformation@dundee.ac.uk